Get Connected - February 2008 - (Page 2) Now that E-Rate Season Is Over 3 Digital Learning Spaces 2010 7 E-mail Archiving: Is Your District Compliant? Curriculum Technology Director of Loogootee, IN, Says Gaggle Solution Is Easy and “Exceeds Expectations” As reported in the November 2007 issue of Get Connected, ENA and Gaggle have partnered to offer an e-mail archiving solution to schools and libraries. The development of the solution was spurred by a recent change in the Federal Rules of Civil Procedure (FRCP), the rules governing civil procedure in U.S. federal courts, that now requires organizations to preserve and be able to produce electronically stored communications and information relevant to any issue before the federal court. All organizations, including school and libraries, must have a stated retention policy and the ability to fulfill that policy in order to be compliant with these guidelines. Additionally, it is incumbent upon the school or library to continue archiving electronic communications even after the normal period of the retention policy in the face of actual or pending litigation. In the course of the last few months, ENA has launched the solution in several school systems including Loogootee Community School Corporation, IN, McKenzie Special School District, TN, and Southwestern Consolidated School, IN. ENA recently talked to Mike Tippery, Loogootee’s curriculum technology director, about his experience so far. ENA would like to share that conversation with our readers: CoSN’s Small District & Superintendent Initiatives 1 New E-mail Archiving “Exceeds Expectations” 2 ENA: “Why were you and your school corporation interested in archiving services?” Tippery: “Our school corporation had some issues in the past where we needed to get some e-mails back, and it turned out to be a cumbersome ordeal. Twice in the last five years we’ve had to call in professionals to find e-mails, paying them steep hourly rates that amounted to hundreds of dollars. Now we can find anything we need within a few clicks, without relying on outsiders. All of our e-mails are at our fingertips for about as much as those two instances cost us. The new [FRCP] laws of course require retention, and I don’t have time to go through every e-mail every day and decide what’s a school record and what’s not. It’s better to have a product or service that just does it for you.” ENA: “Has your board mandated archiving yet?” Tippery: “The board has not mandated it yet, but it’s inevitable. I’ve got a budget and I’m required to keep up on the law, so the Gaggle E-mail Archiving service is the direction we’re going.” ENA: “Did you look at other retention products? Why did you choose Gaggle E-mail Archiving Services?” Tippery: “I did look into other products. But many of the other products require you to have another server and you’ve got to do a lot of the hosting. When I heard what ENA was offering, I knew that it would take the labor out of our Contents hands. Basically, the archiving is done off-site. Then there’s the cost: it’s inexpensive, especially when you consider it as insurance against legal trouble. If I purchased another service, in six or seven years it would be paid for, but in six or seven years, there would be something better out. So the price, the hosted nature of it and seeing how easy this was with demo were the factors that decided it for me. Since we’ve been on the test, I haven’t had to go to the management interface. And I don’t anticipate having to use it. It’s there if we need it, but for the most part, we’re not going to need it. We don’t go sifting through someone’s e-mail here, but if someone wants an e-mail, we have another avenue now for finding it. And if something [legal] does happen, we can go back through it very, very easily.” ENA: Have you been satisfied so far? Tippery: “The solution has definitely has exceeded my expectations. You wouldn’t even know it’s there. We get the daily updates, and that’s the only thing that reminds me that we’re using it. I was telling a technician the other day, I’ll have to go back to my notes and refresh myself before I go back into the management interface because I’ve not been back. It’s been seamless.” ENA: Has there been any significant glitches so far? Did your e-mail platform, GroupWise, pose any problems for the archiving service? Continued on page 6 Gaggle E-mail Archiving Services include: • Automatic Archiving of Every Message Sent and Received by Your E-mail Users • Advanced, Secure On-line Search and Discovery • Compatibility With Most Widely Used E-mail Platforms • Hassle-free Set-up and Support • A Cost-effective, Reliable Solution Why should you consider Gaggle E-mail Archiving Services? • The Potential Risks of Non-compliance Schools and libraries that have been found to be non-compliant with federal rules for the archiving and retrieval of electronic communications can, and have been, subject to substantial fines for their inability to produce subpoenaed communications. • The Burden Is Upon the School or Library to Produce the Documents Recent rulings have demonstrated that organizations bear the sole responsibility for providing archived e-mail. If they cannot be produced, courts can assume that the content of the e-mail was relevant or damaging, undermining the organization’s legal position.
Table of Contents Feed for the Digital Edition of Get Connected - February 2008 Get Connected - February 2008 CoSN’s Small District & Superintendent Initiatives Contents New E-mail Archiving “Exceeds Expectations” Now that E-Rate Season Is Over Digital Learning Spaces 2010 Get Connected - February 2008 Get Connected - February 2008 - CoSN’s Small District & Superintendent Initiatives (Page 1) Get Connected - February 2008 - New E-mail Archiving “Exceeds Expectations” (Page 2) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 3) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 4) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 5) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 6) Get Connected - February 2008 - Digital Learning Spaces 2010 (Page 7) Get Connected - February 2008 - Digital Learning Spaces 2010 (Page 8)
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